Trust and Foundations: Administrator

3 months ago

Sandton, South Africa Pele Energy Group Full time

**THE ROLE**

The Trust and Foundations Administrator will be responsible for delivering comprehensive administrative and secretarial support to ensure the efficient operation of the unit. This role supports the unit that administers Community Trusts and Foundations by managing diaries, organising meetings, preparing documentation, and overseeing various administrative processes. The administrator is instrumental in maintaining organised workflows, facilitating communication, and supporting the logístical needs of various projects and events.

**JOB RESPONSIBILITIES**

**Diary Management**

Plan and oversee the unit’s and trusts' diaries, including scheduling meetings, appointments, and events.

Coordinate and manage the logistics of meetings, ensuring all necessary materials and documentation are prepared in advance.

**Administrative Support**

Oversee the administrative processes, including filing, record-keeping, and document management, ensuring they are up-to-date and easily accessible.

Prepare and compile board packs and committee packs for various trust meetings

**Secretarial Duties**

Provide secretarial support during meetings, including taking minutes, preparing agendas, and following up on action items.

Assist in preparing reports, presentations, and other documents as required by the unit manager or other members of the team.

**Logistics and Event Coordination**

Assist with the logistics of projects such as town hall meetings, social development programmatic events, and Annual General Meetings (AGMs).

Coordinate travel arrangements and manage expenses for the unit’s staff and trustees.

Support the planning and execution of events, ensuring all logístical aspects are handled efficiently.

**Request for Proposals (RFP) Management**

Administer Requests for Proposals (RFPs) at the community level, including managing responses and coordinating the adjudication process for services and products.

Create posters and other promotional materials related to RFPs and RFQs (Requests for Quotations).

Liaise with internal and external stakeholders to ensure clarity on requirements and expectations during the RFP process.

**Trust Administration Support**

Assist in the administration of community trusts by ensuring that all necessary documentation is prepared and submitted in accordance with regulatory requirements.

Support the trust administration team in organising and coordinating trust-related events and activities.

**Requirements**:
Bachelor's Degree in Social Sciences, Business Administration or Development Studies.

1 - 2 years' experience in an administrative or secretarial role, preferably within a trust administration or legal environment.

Excellent organisational skills with the ability to manage multiple tasks and priorities.

Strong written and verbal communication skills.

Professional Minute Taking

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Attention to detail and a high level of accuracy in work.

Ability to work independently as well as part of a team.

Valid driver’s License

Proficiency in English

Good communication skills

Arranging, transcribing, and analysing interviews

Work well with limited supervision

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